How to make shortcuts stick
Reading a list of 66 shortcuts doesn't change how you work. Using three of them until your hands know them does. Pick the ones that replace something you do with the mouse many times a day, use only the keys for a week, then add the next three.
- Moving and selecting first. Ctrl+↓ and Ctrl+Shift+↓ save the most time on long lists, because the mouse gets slower as the data gets longer. The select-to-the-end challenge goes deeper into why it stops at a blank cell.
- Then the formula moves. Alt+= for a total, Ctrl+D to copy a formula down and F4 to lock a reference before you do. The fill down and absolute reference challenges use them on real tasks.
- Then rows and tables. Shift+Space followed by Ctrl+Shift+= or Ctrl+- inserts or deletes a row, and the formulas around it adjust. Ctrl+Shift+L puts filters on a table.
- Formats last. Ctrl+B, Ctrl+1 and the number formats are quick wins, but the ribbon buttons are close by anyway.
When a shortcut doesn't work
- The F keys change the volume. Hold fn, or switch the top row to function keys in your laptop's settings.
- The browser or the system gets there first. On a web page, Ctrl+N, Ctrl+W and Ctrl+PgDn open a window, close the tab and switch tabs, and the page never sees them. They are in the table, marked, but not in the drills. The same goes for AutoSum on a Mac: ⌘+⇧+T reopens a closed tab, so the Mac drill uses ⌥+=. On a Mac, ⌃+Space may switch the keyboard language instead of selecting a column.
- A different keyboard layout. Shortcuts like Ctrl+Shift+$ follow the symbol on a US keyboard (Shift+4). On other layouts, use the number key: Ctrl+Shift+4.
- Excel is still in the cell. While you are typing in a cell, most shortcuts wait. Press Enter or Esc first.
For formulas that go with these keys, the course takes the challenges in order, starting with moving around the grid.
FAQ
- What are the most useful Excel shortcuts?
- Start with the ones that replace the mouse in everyday work: Ctrl+C, Ctrl+V and Ctrl+Z; Ctrl+arrow to jump to the end of the data and Ctrl+Shift+arrow to select it; Ctrl+D to copy a formula down; Alt+= for AutoSum; F2 to edit a cell and F4 to lock a reference. The drills on this page cover most of them.
- What is the Mac version of Ctrl in Excel?
- Usually Command (⌘): ⌘+C, ⌘+Z, ⌘+D, ⌘+arrow. A few keep Control (⌃), including the number formats (⌃+⇧+$), selecting a column (⌃+Space) and today's date (⌃+;). The table shows both for every shortcut.
- Why don't F2 and F4 work on my laptop?
- On many laptops the top row controls brightness and volume first. Hold fn while you press F2 or F4, or switch the row to function keys: Fn Lock on many Windows laptops, and on a Mac the "Use F1, F2, etc. keys as standard function keys" setting under Keyboard in System Settings.
- What is the shortcut for AutoSum?
- Alt+= on Windows and ⌘+Shift+T on a Mac. Select the empty cell under a column of numbers, press it and Excel writes =SUM( ) with the range filled in. Press Enter to keep it.
- How do I insert or delete a row with the keyboard?
- Select the row with Shift+Space, then press Ctrl+Shift+= to insert a row above it or Ctrl+- to delete it. On a Mac, ⌃+⇧+= inserts and ⌘+- deletes.
- Can I print this list or save it as a PDF?
- Yes. The Print button prints only the table, with Windows and Mac side by side. Choose Save as PDF in the print dialog to keep a file. There is no sign-up.
- Do these shortcuts work in Google Sheets?
- Many basic ones do, such as copy, paste, undo, bold and Ctrl+arrow. Others differ. In Google Sheets, Ctrl+/ (⌘+/ on a Mac) shows its own list.
- Is the practice on this page free?
- Yes. All the drills and the table are free, need no account and run in your browser.